S208--Grounds Maintenance Service

Solicitation / RFP / RFQ

This document is a "Combined Synopsis/Solicitation" for Grounds Maintenance Services. The Department of Veterans Affairs, Network Contracting Office 16, is seeking offers for these services.

• The primary service required is Grounds Maintenance.

• Product Service Code (PSC): S208

• North American Industry Classification System (NAICS) Code: 561730 (Landscaping Services)

• Set-Aside: Service-Disabled Veteran-Owned Small Business (SDVOSB)

• Not explicitly detailed in the provided text, but this is a solicitation, implying a need for proposals or quotes.

• This opportunity is specifically set aside for Service-Disabled Veteran-Owned Small Businesses (SDVOSB).

• Contracting Office Address: 5075 Westheimer Road, Suite 750, Houston TX 77056-5643.

• Point of Contact: Caleb Parker, Contract Specialist, Caleb.Parker@va.gov.

Amendment / Modification

This amendment (0002) to solicitation 36C25626Q0495, dated 03-11-2026, makes the following changes:

• Updates the Performance Work Statement (PWS) and attaches it as Attachment C.

• Updates the Quality Assurance Surveillance Plan (QASP) and attaches it as Attachment D.

• Extends the solicitation due date to April 7, 2026, at 2:00 PM CDT.

• Performance Work Statement (PWS)

• Quality Assurance Surveillance Plan (QASP)

• Solicitation due date

• The deadline for proposal submission has been extended to April 7, 2026, 2:00 PM CDT.

• Offerors must acknowledge receipt of this amendment. Failure to do so may result in offer rejection.

Amendment / Modification

This document is Amendment 0001 to the solicitation, updating key attachments.

• The updated Performance Work Statement (PWS) is now Attachment A.

• The updated Quality Assurance Surveillance Plan (QASP) is now Attachment B.

• Performance Work Statement (PWS)

• Quality Assurance Surveillance Plan (QASP)

• Offerors must acknowledge receipt of this amendment.

• Failure to acknowledge this amendment may result in offer rejection.

• Contractors must submit quotes with acknowledgment before the solicitation due date.

Form / Attachment / Pricing Sheet

This document is a Quality Assurance Surveillance Plan (QASP) for Grounds Maintenance Services at the G.V. 'Sonny' Montgomery VA Medical Center. It outlines the systematic methods the Government will use to monitor, evaluate, and document the Contractor's performance in meeting the performance outcomes and Acceptable Quality Levels (AQLs) defined in the Performance Work Statement (PWS).

• Roles & Responsibilities: Defines the roles of the Contracting Officer (CO), Contracting Officer's Representative (COR), Quality Assurance Specialist (QAS), and the Contractor.
• Surveillance Approach: Details the methods used for evaluation, including Random Sampling, Periodic Inspections, 100% Inspection for Critical Events, Document Review, and Customer Feedback.
• Performance Standards & AQLs: Specifies the acceptable quality levels for various performance objectives and the consequences of failing to meet them (e.g., re-performance, Corrective Action Plan).
• Surveillance Methods: Elaborates on specific methods like random sampling percentages, inspection frequencies, and document review items.
• Deficiency Classification: Categorizes deficiencies as Minor, Moderate, or Major, with corresponding actions.
• Data Collection & Reporting: Outlines the records to be maintained by the COR/QAS.

This QASP is crucial for bidders as it defines how their performance will be measured and evaluated against the PWS. Understanding the surveillance methods, performance standards, AQLs, and deficiency classifications will help bidders prepare a compliant proposal and manage their quality control plan effectively to meet contract requirements.

Other / Unclassified

This document provides instructions for a mandatory site visit related to Solicitation 36C25626Q0495 for Grounds Maintenance Service.

Potential bidders are strongly encouraged to attend this site visit. It is a one-time occurrence, and attendance is required for eligible offerors. Failure to attend may impact a bidder's ability to understand the project requirements. The site visit will cover the G.V. (Sonny) Montgomery Department of Veterans Affairs Medical Center.

• Date: Monday, March 16, 2026
• Time: 10:00 AM - 2:30 PM CST
• Location: G.V. (Sonny) Montgomery VA Medical Center, 1500 East Woodrow Wilson Avenue, Jackson, MS 39216-5116
• Meeting Point: Main Entrance of the G.V. (Sonny) Montgomery VA Medical Center (front side facing Woodrow Wilson Avenue).
• Arrival: Attendees should arrive between 9:45 AM and 10:00 AM CST to meet the Program Manager at the main entrance.
• Site Visit Start: The site visit will commence at 10:00 AM CST in Engineering Conference Room I101, located inside the main facility.
• Virtual Component: Contracting POCs will join virtually at the beginning of the site visit via Microsoft TEAMS.
• Important Notes:
  • Offerors or their subcontractors will not be allowed to visit the site at any other time during the solicitation phase.
  • Special accommodations will not be made for late attendees.
  • Attendees who are ill or sick are instructed not to attend.

Solicitation / RFP / RFQ

This solicitation is for Grounds Maintenance Services for the G.V. "Sonny" Montgomery VA Medical Center in Jackson, MS. The services required include turf care, pruning, irrigation support, and snow/ice removal on a per-event basis.

• Improved Grounds Maintenance: Mowing (approx. 5.01 acres), edging (approx. 12,065 linear feet), waste can emptying, pressure washing, and repair of damaged turf areas.

• Fertilizer and Pest Control: Soil-test-based fertilization program and Integrated Pest Management (IPM) plan.

• Trimming/Pruning: Maintaining healthy growth and safety clearances for trees, shrubs, and hedges.

• Pavement Sweeping: Ensuring paved surfaces are free of debris.

• Bedding and Planted Areas: Weed-free, uniformly mulched, and neatly edged areas.

• Dead Trees and Shrubs: Removal and replanting of dead or damaged trees and shrubs.

• Rock Removal and Sodding: Specific tasks for designated areas.

• Snow and Ice Removal: Clearing priority walkways (3-foot width) and paved areas within 1 hour of snowfall ending, triggered by 1 inch of accumulation or unsafe conditions.

• Irrigation System Survey: Comprehensive survey of the existing system, documentation of deficiencies, and a price proposal for repairs.

• Reporting: Weekly work plans and follow-up reports with photos.

• Contract Type: Firm-Fixed-Price.

• Period of Performance: Base Year (October 1, 2026 - September 30, 2027) plus four (4) Option Years.

• Estimated Value: Not explicitly stated, but NAICS code 561730 has a size standard of $47 Million.

• Submission Deadline: March 31, 2026, 2:00 PM CST.

• Submission Method: Electronically via email to caleb.parker@va.gov.

• Evaluation Criteria: Comparative evaluation based on Technical Capability, Past Performance, and Price.

• Key Dates: Site Visit on March 16, 2026; Questions due by March 17, 2026.

• Set-Aside: 100% Service-Disabled Veteran-Owned Small Business (SDVOSB) set-aside.

• NAICS Code: 561730 - Landscaping Services.

• Required Certifications: Mississippi Landscape Contractor License, Mississippi Pesticide Applicator License, Mississippi Irrigation/Sprinkler Contractor License.

• Offerors must be registered in the System for Award Management (SAM).

• Quotes must be submitted in PDF format.

• Failure to follow instructions may result in the quotation being deemed Technically Unacceptable.

Other / Unclassified

This document is a U.S. Department of Labor Wage Determination (No. 2015-5153, Revision 29) applicable to the state of Mississippi, specifically for the counties of Copiah, Hinds, Madison, Rankin, Simpson, and Yazoo. It lists various occupational codes and titles along with their corresponding minimum hourly wage rates. The document also outlines required fringe benefits, including Health & Welfare rates and provisions for paid sick leave under Executive Order 13706 and Executive Order 13658.

This wage determination is crucial for potential bidders on Service Contract Act (SCA) covered contracts in the specified geographic area. It establishes the minimum wage and fringe benefit rates that must be paid to service employees performing work under such contracts. Bidders must use this information to accurately calculate labor costs for their proposals, ensuring compliance with federal labor laws and regulations. It also details provisions for vacation, holidays, hazardous pay differentials, and uniform allowances, all of which impact labor cost calculations and overall bid competitiveness.

Form / Attachment / Pricing Sheet

This document, "Attachment D.2 Past Performance References," is a form designed for bidders to provide details about their past performance on relevant contracts. It is used to help the government evaluate a bidder's experience and capability.

• Reference Sections: The form includes sections for up to three (3) past performance references.
• Organization Details: For each reference, bidders must provide the Name, Address, Contract Number, and a Brief Description of the Government or Commercial Organization.
• Contractor Role: Specify if the contractor performed as a Prime Contractor or Sub-Contractor.
• Performance Dates: Dates of Performance, including expiration if applicable.
• Contract Value: Total Cost of Contract, including award type (Award/Incentive/Deduction).
• Terminations: Indicate if there were any terminations for cause or default, with a brief explanation if applicable.
• Point of Contact: Provide the Point of Contact/COR, Title, Telephone Number, and email address.
• Comments: A section for additional comments.

Bidders must accurately complete this form to document their relevant past performance. This information is crucial for the government's evaluation of proposals and will be used to assess the bidder's likelihood of successful performance on the current opportunity.

Solicitation / RFP / RFQ

This solicitation is for Grounds Maintenance Services at the G.V. (Sonny) Montgomery VA Medical Center in Jackson, MS. The services include turf care, pruning, irrigation support, snow/ice removal, and general grounds upkeep to maintain a safe, clean, and professional appearance.

• Improved Grounds Maintenance: Mowing (approx. 5.01 acres), edging (approx. 12,065 linear feet), litter policing, pressure washing, repair of damaged areas, fertilization, pest control (Integrated Pest Management Plan required), trimming/pruning, pavement sweeping, maintaining bedding areas, and dead tree/shrub removal.

• Snow and Ice Removal: Per-event basis for priority walkways and paved areas, clearing within 1 hour of snowfall ending or immediately upon unsafe conditions.

• Irrigation System: Comprehensive survey, deficiency reporting, and a price proposal for repairs/upgrades. Contractor will assume full responsibility for maintenance post-repair.

• Reporting: Weekly work plans and follow-up reports with photos.

• Personnel: Contractor must provide local representation and possess required Mississippi licenses (Landscape Contractor, Pesticide Applicator, Irrigation/Sprinkler Contractor).

• Contract Type: Firm-Fixed-Price.

• Period of Performance: Base year (10/01/2026 - 09/30/2027) plus four (4) option years.

• Estimated Value: Approximately $47 Million (indicated on SF 1449, Block 26).

• Submission Deadline: Wednesday, 03-31-2026, 2:00 PM CST.

• Submission Method: Electronic via email to caleb.parker@va.gov.

• Evaluation Factors: Technical Capability, Past Performance, and Price.

• Key Dates: Optional Site Visit (March 16, 2026), Technical Questions Deadline (March 17, 2026).

• This acquisition is a 100% Service-Disabled Veteran-Owned Small Business (SDVOSB) set-aside.

• Offerors must be registered in SAM and possess required state licenses.

• The solicitation includes detailed PWS, contract clauses, and submission requirements. Offerors must provide a Technical Capability Narrative, Equipment List, Quality Control Plan, and proof of insurance.